HomeMy WebLinkAbout2022-10-27 Housing & Human Services PACKET
Ashland Housing and Human
Services Commission
Regular Meeting Agenda
October 27, 2022: 4:00 6:00pm
Siskiyou Room of the Community Development and Engineering Building
51 Winburn Way
1. (4:00) Approval of Minutes (5 min)
September 22, 2022
2. (4:05) Public Forum (5 min)
3. (4:10) Holiday Meeting Schedule Discussion (15 min)
4. (4:25) Annual Update to the Council Presentation (40 min)
5. (5:05) Update on the Jackson County Response Team (Cahoots) (20 min)
Rich Rohde-Housing and Human Services Commissioner
6. (5:25) Change from a Commission to a Committee Overview (20 min)
7. (5:45) Liaison Reports (10 min)
Liaison Reports
Council (Gina Duquenne) Staff (Linda Reid)
SOU Liaison (Reese Rosenburg) General Announcements/Local Housing
SOU program report (Chris Mahan) Updates
8. (6:00) Upcoming Agenda Items, Events, and Meetings
Next Housing Commission Regular Meeting
TBD
9. (6:00) Adjournment
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the Community Development office at 541-488-5305 (TTY phone is 1-800-735-9200), or
by email at planning@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make
reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1).
Ashland Housing and Human Services Commission
Draft Minutes
October 22, 2022
Call to Order
Vice Commission Chair Echo Fields called the Zoom meeting to order at 4:00pm.
Commissioners Council Liaison
Rich Rohde Gina Duquenne
Echo Fields / Vice-Chair
#3 vacant SOU Liaison
Linda Reppond / Chair-absent Reese Rosenburg - Absent
Joy Fate
Kathy Kali Staff Present:
Heidi Parker-absent Linda Reid, Housing Program Specialist
Chris Mahan Brandon Goldman, Planning Manager
#9 vacant
Approval of Minutes
Commissioners Rich Rohde/Joy Fate m/s to approve the minutes of July 28, 2022. Voice Vote:
All Ayes. Motion passed
Public Forum - None
Overview of HPS questionnaire Results
The Commissioners reviewed the Open City Hall questionnaire results and discussed them.
Some of the reactions were:
That it was hard to know what to do with the written comments.
Some Commissioners found the results encouraging.
Some Commissioners felt that more information is needed by the public about the
housing strategies, as they are complex,
and about the what the citys housing program already does,
and what City can and cannot control.
Housing Production Strategy Discussion and Recommendation
The Commissioners each provided their list of prioritized strategies. The individual priority
strategies are tabulated in the table below. The commissioners discussed how best to
structure a motion that reflected their common priorities.
Commissioners Joy Fate/Rich Rohde M/S The Commission recommends prioritizing the
following nine strategic actions for inclusion in the Housing Production Strategy document, with
the tier one (highest priorities) strategic actions including: Housing Trust Funds, Manufactured
home protections and development of new manufactured homes, land trust and land bank.
Second tier of recommended strategic actions to include, the construction excise tax and
disallowing single family development in multifamily zones. The third tier of strategic actions
would include the creation of an urban renewal district, MUPTE, an increased capacity for
construction of multifamily residential units. Theses strategic actions are put forward with the
understanding that the Commissions priorities should not be construed as eliminating or
diminishing the remaining strategies. Motion was approved unanimously.
CDBG CAPER Review and Recommendation
The Commission reviewed the CAPER. There were some questions, clarifications, and
suggested revisions.
Commissioners Joy Fate/Rich Rohde M/S to approve the CAPER with the understanding that
additional revisions will be completed before being submitted to HUD. Motion approved
unanimously.
Cooling Shelter Debrief
Some commissioners expressed disappointment that the City Council has yet to adopt
updated guidance for how and when a severe climate shelter will be called. Commissioners
expressed a desire for a better process and to have a systematic regular volunteer recruitment
process with training opportunities. Commissioners who were involved in organizing and
staffing the emergency cooling shelter talked about the difficulties of trying to find a location
and volunteers with such short notices. Commissioners and the Council Liaison agreed that
there needs to be a designated individual for shelter, there needs to be a mechanism for
recruiting and maintaining volunteers for shelter, such as a volunteer appreciation plan, and a
regular location to hold the shelter. Commissioners also stated a preference for clear adopted
thresholds for temperatures and conditions under which shelters will be called. Vice Chair of
the Commission, Echo Fields, provided a link to a pbs documentary on one of the cooling
shelters this summer.
https://www.pbs.org/video/august-2022-ashland-cooling-shelter-history-ft-klamath-pw3i2l/
Liaison Reports
Housing and Human Services Commission will become a Sitting Advisory Committee and will
still meet each month.
The next regular meeting in October will be an in person meeting and will take place in the
Siskiyou Room of the Community Development building.
Next Housing Commission Regular Meeting
October 27, 2022
Adjournment: adjourned the meeting at 6:07p.m.
Respectfully submitted by Linda Reid
Memo
DATE: 10/27/2022
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: Holiday Meeting Schedule
Every year the Housing and Human Services Commission members decide upon an alternate meeting
schedule for the months of November and December as the Commission
conflicts with major holidays. The commission has several options:
Schedule alternate meeting dates for both months meetings
Schedule an alternate meeting date for one month and skip meeting the other month
(commissions are allowed to skip one meeting a year)
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
Memo
DATE: 10/27/2022
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: Housing and Human Services Commission Annual Update to the City Council
Discussion
______________________________________________________________________________
The annual update to the council is scheduled for December 6th. Below is the framework for a
memo using the suggestions from Commissioner Fields. It would be great if the Commission
could take a few minutes to go over the narrative below and suggest changes, additions, and edits
as the Commission deems necessary. The Commission should also select a commissioner to
present the update at the virtual Council meeting.
Mayor and City Council,
The Housing and Human Services Commission is pleased to report on the work we have
undertaken this year, and to provide a brief overview of the ongoing work which will be carried
over in the next year.
We continued meeting via zoom rather than in-person this year.
Housing Production Strategy advisory group participation is ongoing; community
survey
EcoNW report, which should be going to council in mid to late April. The Commission
also completed surveys and held a focus group with SOU students in May; online survey
closed on Oct. 13 received 236 responses. \[Perhaps briefly note that we have open ended
comments\]
Education and Outreach: Rent Burden Forum, August 2022. Video. Was in person
again. Turn out. Topics raised. Panelists.
Goal setting meeting in Dec. 2021. review what we listed then; next goal setting
meeting date TBA
Affordable Housing Trust Fund
The City issued Requests for Proposals in January 2022 for both the CDBG program and for the
Affordable Housing Trust funds. The Housing and Human Services Commission met in March
to review and make recommendations regarding the applications received.
The Commission reviewed and made recommendations on a total of three CDBG funding
requests and three Affordable Housing Trust Fund requests.
CDBG & CAPER \[remember the consolidated plan too???}
In 2022 the H&HS Commission reviewed and approved the Annual Action Plan for the use of
Community Development Block Grant funds as well as the Consolidated Annual Performance
Evaluation Report, (CAPER) which reviewed the outcomes of projects undertaken with CDBG
funding in the prior program year.
Affordable Housing and Homeless Goals
The Housing and Human Services Commission continues to discuss the issues of homelessness
and affordable housing options for those with the lowest incomes. Say something about the
East Main shelter; status of the pallet shelters now being stored?? Pallet shelters still in use at
the UU Fellowship???
segment. Presented at a Study Session to Council in June, 2022.
Warming shelter events were held on 23 days over the course of the winter season from
2021-2022. The shelters were staffed by community volunteers, included Housing and
Human Services Commission members, and offered shelter to between 12-35 people each
night. Difficulty from not having a stable, predictable site: one night at First Methodist,
then at The Grove, then at Bellview Grange. Attendance numbers (approx.). Cooling
shelter events was opened 11 times between June and mid-September at Ashland Branch
Jackson County Library and at Pioneer Hall. Attendance numbers (approx.) Note what
we HOPE the council/city manager will do to help regularize our activation, internal
communication, coordination, and public information processes (see committee
recommendations from 2021)
Memo
DATE: 10/27/2022
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: Cahoots Model Program
SUMMARY
A Cahoots model of emergency mental and behavior health response has been developed in Southern Oregon.
Commissioner Rich Rohde will provide the Commission with a brief update on the roll out of that program.
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
Memo
DATE: 10/27/2022
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: Change from a Commission to a Committee
SUMMARY
The City council voted at the regular meeting on Sept. 20, 2022 to restructure (reduce and rename) advisory bodies reporting to the
City Council. The Council adopted Resolution 2022-24 which outlines the powers duties, and policies for the newly created standing
advisory and Management advisory committees. The sections of Resolution 2022-24 that pertain to the Housing and Human Services
Committee are included below.
Commissions (continuing) with specific areas of program discretion or policy implementation responsibility:
Park and Recreation Commissions
Planning Commission
Standing Advisory Committees with continuing areas of Council advisory responsibility:
Climate and Environment Policy Advisory Committee (CEPAC; combining Climate Policy and Conservation & Climate
Outreach Commissions)
Historic Preservation Advisory Committee (HPAC; to support historic dist. certifications)
Housing & Human Services Advisory Committee (HHSAC)
Public Arts Advisory Committee (PAAC)
Social Equity and Racial Justice Advisory Committee (SERJAC)
Management Advisory Committees -A number of ad hoc management advisory committees can be established by City management to
providing support technical assistance in the review and development of recommendations for the City Council and continuing
commissions, including:
Airport
City Band
System Development Charge (SDC)
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
Transportation
Trees and Urban Forest
Wildfire Safety
Resolution 2022-24 (sections that pertain to the Housing and Human Services Committee
SECTION 1. Procedure and Guidance for advisory committees to the City Council and City staff include the following:
A. Each advisory committee shall serve solely as an advisory body whose actions or recommendations shall not be
considered as City policy or the establishing of City policy or as final decisions of the City and are therefore not subject to
administrative or judicial appeal. Each advisory committee will provide service that does not conflict with the functioning of
City departments or other government agency and shall have no executive or administrative powers or civil rights
investigatory or enforcement authority. Attendance at an orientation or training session for standing advisory committee
members, when offered, is required before they are permitted to further exercise voting rights at committee meetings. The
City Manager will provide at least an annual orientation or training session update to all standing advisory committees and
will be responsible for assigning City staff support for the work of the advisory committees. Except as otherwise expressly
stated, standing advisory committees shall observe policies and meeting and conduct rules consistent with those set forth for
commissions and boards 2 in AMC 2.10, Uniform Policies and Operating Procedures for Advisory Commissions and Boards,
including its meeting and attendance, and code of ethics provisions.
B. Advisory committee members shall serve as individuals exercising their own best judgement and not as delegates for their
respective organization or groups. Committees and their members are not official representatives of the City of Ashland and
may not present their committees recommendations or their personal opinions or points of view as representative of the
members must secure the permission of their committee to represent the activities or recommendations of their committee.
C. A quorum of each standing advisory committee shall consist of more than one-half (½) of the total number of its current
Council-confirmed voting members, but in no case fewer than three (3) members. Appointed voting and alternative members
of a standing advisory committee may not name a substitute or alternate member to attend a meeting of their advisory
committee on their behalf. Nonvoting ex-officio members, staff, and liaisons do not count toward the quorum. Appointed
voting and alternate members of a standing advisory committee need not be physically present at a meeting if another means
of attendance (e.g., telephonic, internet, etc.) has been established by the membership and public meetings law requirements
are met. At least a majority of the quorum is necessary to adopt any motion; some motions may require the affirmative vote
of at least two-thirds of the members present. A voting or alternative member of a standing advisory committee should
provide at least a 48-erson and the City Manager appointed ex-officio committee
staff support member regarding any planned absence from a scheduled meeting of the advisory committee. In the event an
unexpected or emergency absence, the member should notify their advisory commit
support individual within a reasonable time in advance of the meeting. If the members in attendance do not constitute a
quorum, staff or invitees may make informational presentations provided (1) Notes describing the presentations and
discussions are made and posted on the City website; (2) no motion, debate or vote or any other official business other than
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
adjournment takes place; and (3) all topics advertised are automatically added to the agenda for the next regularly scheduled
meeting.
D. Standing advisory committees may request voluntary testimony but may not compel an individual or organization to
appear before it or respond to questions.
E. Advisory bodies may consult with other city advisory committees on matters of mutual interest in the course of developing
recommendations to bring to the City Council or City Management. It will be the responsibility of advisory committee
chairpersons to work or meet informally as needed to coordinate the activities or coordination of matters between their
committee and other advisory committees. 3
F. Standing advisory committee members (voting, alternative and non-City staff ex-officio) will be appointed by the Mayor
with the consent of the City Council. Council confirmed standing advisory committee appointments shall have three (3) year
terms. Members of city commissions with corresponding responsibilities as the standing advisory committees will be invited
by the City Recorder to confirm their interest in appointment by the Mayor without the necessity of submitting a formal new
appointment application. New applicants must submit formal application with the City Recorder for Committee appointment.
All regular terms commence with appointment and shall expire on April 30 of the third year. In the case that a new
committee member is appointed to fill the remainder of a recently vacated voting position, the new member will be eligible
for reappointment at the end of the partial term they are completing. The City Manager will appoint all ex-officio City staff
support committee members. The Mayor, with City Council confirmation, will appoint Council liaisons to each of the
standing advisory committees. Council liaisons shall be non-voting ex-officio members of the corresponding committees.
G. Standing advisory committees shall be governed by AMC 2.10 Uniform Policies and Operating Procedures for Advisory
Commission and Boards. Council liaisons will be assigned for standing advisory committees per AMC 2.04.100. Standing
advisory committees will be reviewed by the City Council approximately every three years as to their assigned
responsibilities, level of effectiveness and the need for their continued role and existence.
H. In keeping with the diversity, equity, and inclusion goals of the City of Ashland, efforts will be made to ensure that
information regarding standing advisory committee vacancies and the application process is readily available and advisory
committees are made up of residents that represent the diverse populations within the City. All committees shall assist the
City of Ashland in ensuring that city programs related to the charge of the committee are equitable for all community
members, including low-income, young people, persons of color, the elderly, and those living with disabilities. Standing
advisory committees may have up to two additional non-voting, ex-officio student/youth members who are of high school or
college age.
I. Unless otherwise stipulated below, voting and alternate standing advisory committee members will be comprised of
individuals who reside within the City except one (1) member from each advisory committee may be an at-large member
-officio members are not required to be residents within the City or the
urban growth boundary. Voting and alternate members must be over eighteen (18) years of age.
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
J. All standing advisory committees serve at the pleasure of the City Council and shall deliver to the Council an annual report
on their activities and accomplishments in the preceding year and provide to the Council for its approval the priorities and
workplan for the succeeding year. Standing advisory committees are expected to work with and advise the City Management
and City Attorney to insure their committee recommendations are aligned with City Council priorities and can be
thority. Commissions transitioning under this resolution to become
either standing advisory committees, or potentially to MAC status, are requested to complete any current work to develop
recommendations for the City Council and advance them for consideration. These recommendations my advance either as a
direct final report or presentation to the City Council or may be advance to the corresponding advisory committee or City
Manager for reporting to the City Council.
K. The City Attorney is directed to return to the City Council in a timely manner with any updates, changes, or deletions to
the Ashland Municipal Code to establish the here identified standing advisory committees as replacements for their
corresponding city commissions or boards and to establis
SECTION 2. Standing Advisory Committees to the City Council are established and responsible for the purposes indicated in the
following:
C. Housing and Human Services Advisory Committee (HHSAC) A Housing and Human Services Advisory Committee
(HHSAC) is established by the City Council. The mission of the HHSAC is to assess and make recommendations to the City
for addressing the continuum of housing and human services needs for the purpose of enhancing community health and well-
being. Members will be from a broad spectrum of citizens including individuals with a background in social services,
unhoused and marginal income population services, economic and housing development, universal housing design, and
elderly and disabled persons needs. The HHSAC will consist of nine (9) voting members, one (1) nonvoting ex-officio liaison
from Southern Oregon University (SOU), and one (1) nonvoting ex-officio member appointed by the City Manager to
provide housing program support. The HHSAC shall be responsible for assisting the City in the following:
i. Assessing the making recommendations on the continuum of housing and human services needs of the community
and funding strategies relating to housing and human services.
ii. Advising the City Council on programs that assist in addressing the unmet utility, medical, transportation, and
food needs of seniors, children and families in Ashland, and other related human services programs.
iii. Making recommendations to the City Council on Community Development Block Grant (CDBG), City of
Ashland Social Service Grants, and Housing Trust Fund and related allocations.
iv. Assisting in identifying federal, state, county, and private funding for implementation of housing and human
services programs.
v. Fostering public knowledge of and support for official city housing and human services Programs.
vi. Enhancing cooperation between the public and private sectors by promoting integrated approaches that provide
suitable housing, a healthy living environment, and expanded economic opportunities for low and moderate-income
persons.
vii. Evaluate, reviewing, and recommending to the Planning Commission and City Council innovative land use
strategies targeted to promote a broad variety of needed housing types.
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
viii. Monitoring housing discrimination complaints and corrective actions within the City and advising the City
Council on potential measures to be taken to further equal opportunity to all persons to live in suitable housing
facilities regardless of race, color, religion, sexual orientation, gender identity, national origin, source of income, or
familial status.
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ORS 260.432 Quick Reference Restrictions on Political Campaigning for Public
Employees
Generally, ORS 260.432 states that a public employee* may not, while on the job during working
hours, promote or oppose election petitions, candidates, political committee or ballot measures.
Additionally, no person (including elected officials) may require a public employee (at any time) to
do so.
*
A public employee includes public officials who are not elected, whether they are paid or
unpaid (including appointed boards and commissions).
As used in this Quick Reference
We use the phrase advocate(s) a political position to mean
promote or oppose an initiative, referendum or recall petition, candidate, political committee or ballot measure.
The term mpartial means equitable, fair, unbiased and dispassionate.
See the Secretary of States detailed manual on ORS 260.432 for specific factors to assist in ensuring impartiality in communications
about ballot measures. It is posted on the website under Election Laws, Rules and Publications, Manuals and Tutorials.
For more detailed information about ORS 260.432 and information about other election laws, contact:
Elections Division phone 503-986-1518
Secretary of State fax 503-373-7414
255 Capitol St NE, Suite tty
Salem, OR 97310 web www. oregonvotes.gov
Prohibited Activities
A public employee, while on the job during work hours may not:
prepare or distribute written material, post website information, transmit emails or make a presentation that advocates a political
position
collect funds, prepare filing forms or correspondence on behalf of candidates or political committees
produce or distribute a news release or letter announcing an elected officials candidacy for re-election (except for an elections official
doing so as an official duty) or presenting an elected officials political position
make outgoing calls to schedule or organize campaign events or other political activity on behalf of an elected official or political
committee (however, a scheduler may, as part of official duties, take incoming calls about the officials availability and add an event to
the schedule)
grant unequal access to public facilities to candidates or political committees
direct other public employees to participate in political activities, when in the role of a supervisor
draft, type, format or edit a governing bodys resolution that advocates a political position (except to conform the resolution to a
standard format)
prepare or give recommendations to the governing body urging which way to vote on such a resolution
sign such a resolution, except if the signature is only ministerial and clearly included to attest the board took the vote
announce the governing bodys position on such a resolution to the media
include the governing bodys position or vote on such a resolution in a jurisdictions newsletter or other publication
A public employee who provides voter registration assistance under the federal National Voter Registration Act (NVRA) must not, when
performing voter registration services, influence a clients political choices. This means no display of political preferences, including a
restriction that no political buttons may be worn. ORS 247.208(3)
Allowable Activities
ring working hours may:
A public employee, while on the job du
prepare and distribute impartial written material or make an impartial presentation that discusses election subjects (using the
guidelines provided in the Secretary of States detailed manual on ORS 260.432.)
The Secretary of States Elections Division is also available for an advisory review of draft material about ballot measures produced by
government agencies.
perform standard job duties, such as taking minutes at a public meeting, maintaining public records, opening mail, inserting a
proposed resolution into a board agenda packet, etc.
impartially advise employees about possible effects of a measure, but not threaten them with financial loss to vote a particular way
address election-related issues while on the job, in a factual and impartial manner, if such activity is legitimately within scope of
employees normal duties
as staff of an elected official, handle incoming calls about the officials availability for political events
prepare neutral, factual information for a governing body to use in determining what position to take on an issue (planning stage of a
governing bodys proposed issue before certified as a measure to a ballot is not subject to ORS 260.432)
in a clerical manner, incorporate amendments into a finalized version of a governing bodys resolution on an issue respond to public
records request for information, even if the material advocates a political position
wear political buttons subject to applicable employer policies unless the public employee is providing voter registration services
under NVRA, where additional restrictions apply -
A public employee, on their own, off duty time, may send letters to the editor that advocate a political position and may participate in
any other lawful political activity.
It is advised that a salaried public employee keep records when appropriate in order to verify any such political activity that occurs
while off duty.
Prohibited and Allowable Activities for Elected Ofcials*
*includes a person appointed to fill a vacancy in an elective public office
Elected officials may:
advocate a political position at any time. Elected officials are not considered apublic employee for purposes of ORS 260.432. ORS
260.432(4)(a).
vote with the other elected officials of a governing body (such as a school board, city council or county commission) to support or
oppose a measure, and publicly discuss such a votebut must not use the public employee staff time to assist in this, except for
ministerial functions
perform campaign activity at any time, however must take caution not to involve any public employees work time to do so
Elected officials may not:
in the role of a supervisor, request a public employeewhether the public employee is on or off dutyto perform any political activity
A request made by a person in a position of supervisor or superior is viewed as a command for purposes of this election law.
have an opinion piece or letter advocating a political position published in a jurisdictions newsletter or other publication produced or
distributed by public employees